Financial Coordinator

Description:

Overview:
The Administrative & Financial Coordinator is responsible for administrative, facility, financial, and technical support activities within the Math Faculty Computing Facility (MFCF). Administrative & Financial Coordinator reports to the director and provides advice and continuity for all staff on an ongoing basis. The individual is responsible for preparing budgets and monitoring expenses in MFCF, as well as keeping licenses and maintenance agreements current.
Responsibilities:
Administrative & Facility Support
Assist the Director with the support and engagement of a purposeful, positive, and meaningful work environment for all MFCF staff
Facilitate internal communication of administrative matters and changes, and ensure record keeping in the department
Provide setup and onboarding support for new employees
Act as a delegate in Workday, on behalf of the Director, with vacation and sick time requests
Oversee the organization and coordinating of staff training and ensure staff completion of all required training programs
Ensure processes are in place for recruitment and hiring of temporary employees (including co-op students and graduate RAs) on behalf of the Director
Provide input into strategic decisions regarding space (renovations, reallocation of space, etc.) and compile documentation of internal space use by clients
Manage office assignments, space usage of common areas, and provide support and organization of MFCF physical spaces
Manage key requests for MFCF staff in coordination with Key Control and the Dean’s Office
Organize and execute MFCF events, including: catering, room bookings, reservations, etc.
Procure office supplies on behalf of the department
Liaison with Telephone Services to ensure accurate setup and billing of office and cell phone equipment
Oversee compliance with Health and Safety regulations, monitor first-aid kits, and assume responsibilities associated with being a fire warden on behalf of MFCF
Initiate and monitor completion of work requests with Plant Operations
Procure furniture for MFCF offices and labs
Financial
Record and review p-card transactions on behalf of the Director, and make p-card purchases on behalf of the department, as needed
Participate in financial/budget planning meetings for MFCF within the Faculty of Mathematics
Provide high-level input to the Faculty Financial Officer, ensuring that all operating accounts are soundly managed
Oversee and drive the development of MFCF's annual operating budget in consultation with the Director and MFCF staff. Consolidate all elements of the budget in a format set by the Faculty of Mathematics
Provide financial input to MFCF’s strategic plan to ensure that funds are available to support MFCF’s strategic priorities and prepare projections for future years expenses.
Carry out the monthly expense and budget reconciliation and provide updates to the Director.
In consultation with MFCF technical staff manage vendor processes, and the internal implementation of these processes, ensuring that all contractual requirements are met.
Complete and archive maintenance agreements and warranties.
Submit, record purchase orders, and reconcile purchase orders with budget.
Compile documentation of hardware and software costs and benefits and provide input into strategic budgeting decisions based on this information.
Act as a delegate within Concur and prepare or review expenses on behalf of MFCF staff and/or the Director
Technical Support Activities
In consultation with the MFCF Client services group, identify software to be distributed to computers throughout the Faculty of Mathematics, based on client needs
In consultation with the MFCF Client services group, organize seminars and other educational activities for clients, such as lunch-and-learn sessions
In consultation with MFCF staff and the MFCF Director, organize and update the MFCF SharePoint site and the information contained within it
Interfaces with all units in Math to provide the MFCF Director with advice and information to assist in the decision-making process
Support the development of long-term strategies and operational plans for MFCF
Compile, track, and document vendor contact info
Manage shipping, receiving and returns of equipment
Maintain accurate records in the inventory database of hardware/software renewal dates
Manage software licenses and hardware maintenance agreements; keep all licenses/agreements up-to-date and reconcile license expenditures with budgeting
Record meeting minutes for MFCF and OAT Management Board, Joint CSCF/MFCF meetings and CAC meetings
Update documentation as part of the MFCF team (i.e., internal MFCF webpage maintenance, email lists, SharePoint, etc.)
Manage large scale projects following best practices in project management, as assigned
Participate in the production of the MFCF newsletter
On an ongoing basis, assist the Director/Associate Dean Computing with ad hoc Faculty projects
Qualifications:
University degree or equivalent combination of education and experience will be considered
3 to 5 years of progressive experience performing duties related to the key accountabilities listed above, including demonstrated experience providing sound administrative and policy related advice
Experience with financial reporting, analysis, budgeting, and forecasting
Experience using Microsoft Excel including pivot tables, look-ups, etc.
Intermediate experience with enterprise record systems like SharePoint, Unit4, Concur, CentreSuite, etc., would be considered an asset
Planning and Organization:
Ability to take ownership for projects of duration of several months; use good independent judgment when priorities are challenged.
Ability to make reasonable estimates of resource needs to complete projects.
Ability to use sound methods to plan, track, and report work.
Client Service:
Ability to lead team-based efforts to enhance service delivery.
Ability to develop and communicate service standards and track client satisfaction.
Communication:
Proven business-appropriate oral and written communications skills.
Ability to use multiple channels or means to communicate important messages (e.g., memos, newsletters, meetings, electronic mail).
Managing Change:
Demonstrated ability to lead a team through new administrative and financial processes.
Demonstrated ability to use technological solutions to improve processes and communication.
Problem Solving:
Demonstrated creative and critical thinking skills to explore, make connections, and discover knowledge.
Well-developed numeracy, analytic, and research skills.